Permission Level in Outlook

Permission Level in Outlook thumbnail
Share your workload by giving another user permission to access Outlook.

If you run Microsoft Outlook on a Microsoft Exchange Server, you can assign permissions to another user on the same server to manage your email, calendar and contacts database. Granting another user permission to access your Outlook applications and data makes him your delegate. You can adjust the permission level for the delegate so that he can read and respond to emails on your behalf, and add, edit and delete calendar events and contact entries.

  1. Adding a Delegate

    • Before assigning the permission level, make another user a delegate on Outlook. Click the “File” tab in the main menu. Select “Account Settings” followed by “Delegate Access.” Click the “Add” button. Type the name of the user that you want to designate as your delegate. Outlook will auto-complete the name from the users listed on the Exchange Server. Click “Add,” and then click “OK.”

    Default Delegate Permissions

    • Once you’ve selected a delegate, Outlook prompts you to assign a permission level for the other user. The options in the Delegate Permissions dialog window let you assign a custom access level or, alternatively, use the default permission settings. By default, Outlook assigns “Editor” level permission, which means the delegate can create, modify and read Outlook items.

    Custom Delegate Permissions

    • If you don’t want your delegate to have full “Editor” permission to access your Outlook data, you can restrict access in the Delegate Permissions dialog window. Selecting the “Reviewer” permission level option allows the delegate to read items, but not create or modify items. Selecting “Author” allows the delegate to read and create items, but he can delete only his own items and not items that you created.

    Additional Calendar Permissions

    • Outlook offers additional permission options for controlling delegate access to the Outlook calendar. You can click the check box next to “Delegate receives copies of meeting-related messages sent to me” if you don’t want the delegate to access your calendar, but you do want her to receive emails notifying her of all your meeting requests. You can also allow the delegate access to view private items in your calendar by clicking the applicable check box.

    Change Delegate Permissions

    • You can remove or change a delegate’s permissions at any time. Click “File” followed by “Account Settings” and “Delegate Access.” Click the delegate’s name, and then click the “Permissions” button. To remove a delegate and revoke all permissions, click the “Remove” button. To assign a different access level, select a new permission level from the available options of Editor, Reviewer or Author.

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